The City of Lawrence is transitioning to a centralized purchasing to provide resources to departments for their procurement needs. Purchasing will promote the pursuit of excellence and the best interests of the City while maintaining the highest possible integrity, broad based competition, fair and equal treatment of the business community, and increased economies and efficiencies by applying the best practices. To ensure responsible stewardship of our City’s resources, procurement of goods and services will be made on overall best value or lowest cost, whichever is in the best interest of the City.

Vendor Registration

Businesses wishing to conduct business with the City should request an invitation to our vendor management portal by emailing cityaccounting@lawrenceks.org.

  1. Follow the directions in the initial email invitation to create a free PaymentWorks account.
  2. After creating your account, PaymentWorks will send an activation email. To finish setting up your account, you will be asked to submit additional information for your organization, including:
    1. A valid tax ID (either an EIN or SSN)
    2. If you wish to receive electronic (ACH) payments, you will need a copy of a voided check or bank statement
  3. You will then be able to log in to your account and take a tour of how to use PaymentWorks. However, you will not be able to see any invoice or payment information until the City of Lawrence has reviewed and approved your registration. Should we need any additional information, we will reach out to you directly.
  4. You will receive an email from the City of Lawrence once your registration is approved. You will then be able to log in and view the status of submitted invoices, access remittance advices and update your organization’s information.

Should you have any questions while filling out the registration form, please consult your accountant or attorney.

Bid opportunities are posted to DemandStar. Vendors must sign up to receive notices of solicitations and participate in electronic bidding. All bid documents can be downloaded from the portal.

Bid Requirements

Informal Solicitations

Purchases between $5,000.01 and $50,000.00 require a minimum of three (3) quotes unless this requirement is waived by the City Manager. Competitive bids from vendors must be received by email, mail, courier, or fax in order to be considered.

Formal Solicitations

Purchases $50,000.01 to $99,999.99 require a formal solicitation process which is conducted via the online procurement portal. Purchases over $100,000.00 require formal solicitation or sealed bid. Sealed bid openings will be open to the public and conducted either at City Hall or online meeting with date, time and login details included in the bid document.

Kansas Act Against Discrimination

Contractors must observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present contract because of race, religion, color, sex, disability, national origin or ancestry. The contractor shall in all solicitations or advertisements for employees include the phrase, “equal opportunity employer.” The contractor agrees that if the contractor fails to comply with the way the contractor reports to the Kansas Human Rights Commission in accordance with the provisions of K.S.A. 44-1031 and amendments thereto, the contractor shall be deemed to have breached the present contract and it may be canceled, terminated or suspended, in whole or in part, by the City. If the contractor is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the Commission which has become final, the contractor shall be deemed to have breached the present contract and it may be canceled, terminated, or suspended, in whole or in part, by the City.

Local Preference

City of Lawrence has a local preference policy. On goods and services purchases equal to or greater than $50,000.01 there is a 1% preference for local businesses. This preference does not apply to federal fund purchases or cooperative purchases.

Sustainability

In support of the city’s commitment to environmental sustainability, a deep respect for our place in relationship with the planet and environment, the City shall consider both the lifecycle impacts of the goods and services that are purchased, as well as the sustainability practices of its suppliers.

Sales Taxes

As a municipality, the City of Lawrence is exempt from sales taxes Kansas per state statute K.S.A. 79-3606. The Kansas tax exempt number or certificate for the City of Lawrence may be furnished upon request.

Insurance Requirements

Vendors performing work for the City must provide a Certificate of Insurance (COI) that indicates the City of Lawrence as an additional insured.

Payment

In accordance with K.S.A. 12-105a and 105b, the Governing Body must authorize payment of obligations for purchases, with few exceptions. It is the Policy of the City to adhere to this State Law and any amendments that may occur. All purchases must comply with the Kansas Cash Basis Law (K.S.A. 10-1101 et seq.). The City’s preferred payment methods are procurement card “P-card” for purchases under $5,000.00 and ACH those $5,000.0 and up.

Cooperative Purchasing

The City is eligible to receive contract pricing from State of Kansas Division of Purchases contracts that are open to other political subdivisions. Pricing on Cooperative Purchasing and Disaster Purchasing goods and services listed on the Federal government GSA Advantage portal is also available to the City. Vendors must provide the lowest available contract price. Additionally, The City is a member of the following purchasing cooperatives and consortiums and qualifies for contract pricing.